Treatment Coordinator

Treatment Coordinator   Job Title :

• Treatment Coordinator Department : New Patient Team Reports To : Practice Manager, Doctor Status : (Full or part-time, hourly or salary) Location : Ellicott City / Catonsville, Maryland   About Us Include a description of your company that inspires and makes someone want to be a part of your culture.
• Include your core purpose, values, and beliefs.   Job Summary The Treatment Coordinator is an extended representative of the doctor and the practice.
• The primary responsibility of this person is taking care of people and arranging and coordinating the events and appointments necessary to convert the new patient into active or pre-treatment growth guidance status.    The Treatment Coordinator allows the doctor to spend the necessary time with patients and handles all other areas and discussions in the New Patient Exam.  The Treatment Coordinator promotes the doctor and the practice by building relationships with patients and parents and general dentists and specialists.
• The goals of the treatment coordinator are to listen to the patient's needs and expectations, to use her verbal skills to create and nurture relationships, and to build the patient's trust and confidence in the doctors and staff – all with the end goal of starting them as a New Patient in the practice.   RESPONSIBILITIES   Patient Management Accept new patient phone calls if there is no New Patient Coordinator available.  Enter complete information in the computer that is needed for each new patient.  Do everything necessary to make the caller feel welcome.
• Prepare new patient welcome packet for patients for their arrival for the exam if not handled by New Patient Coordinator Pull any appropriate x-rays and sibling records before the exam if not handled by New Patient Coordinator   Patient Management (Cont.)
• If no Records Technician / TC Assist
• Greet new patients for the examination appointment.  Complete health history if not already submitted online.  Show patients and parents the office and ensure photos and a pan are taken on each patient.  Review the health history and chief concern.  Note allergies to medication, history of trauma, and premedication requirements.   Introduce the doctor to the patient and parent.  Share all the information the patient / parent told you earlier.
• Complete the questionnaire in the computer After the doctor’s exam, review the treatment fee estimate and explain the records procedure.  Prepare necessary exit packets including one for second financially responsible parties.  Discuss the payment options, the Contract and the Informed Consent with the patient / parent.  Make certain that the treatment card, letter, and contract are completed.  Schedule treatment appointments.  Answer questions from new patients throughout the new patient process.  Process the post-exam letter to the patient and general practitioner.  Send a thank you note for the referral and post Smile Reward points if appropriate.  Be sure to post the checkout code for each exam patient and check that the status of the patient is correct.
• For each exam patient who does not schedule a next visit but may be a candidate for treatment, place in Start Needed status Follow up on all pending decision (Start Needed) patient Request transfer records for transfer patients.  (Make sure the AAO transfer form and financial history forms are faxed to the office.) Send patient records for consultation with an oral surgeon or other specialists.  Arrange appointments for any prophies needed with the GP and any appointments with any specialists needed.  Send extraction requests as well as requests for panos.
• Prepare for and handle consultations as needed Create letter and send to general dentist when our practice is referring a new patient to their practice Track daily exams and growth guidance Ready to Starts for the morning meeting the following day Participate in growth guidance appointments when possible (or coordinate w / staff members who did) Arrange appointments for separators, impressions for appliances, and beginning banding / bonding Follow-up on surgery patients after consultation with the oral surgeon Send handwritten follow-up cards to juvenile exam patients Introduce the Patient Rewards program to patient / parents   Professional Relations Management Be an active participant in the External Marketing Committee to help coordinate practice building and public relations efforts with patients, parents, referring and non-referring professionals, and the community.

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